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Travel Forms Help

Need Help With Your Travel Forms?

This page guides users through the process of filling out the paperwork necessary to request and secure funding for travel. Please visit the Travel Process page for access to forms and other guidance. For questions contact travelhelp@ucsc.edu.

Travel Advance Request Form
TAR & Post Travel Relationship Explained
Post Travel
The Travel Advance Request (TAR) form is used to request cash advances and also to request a trip number for direct payment to cover allowable travel expenses. Your department/division may require more documentation in addition to FAST’s requirements. Please speak with your divisional/departmental leader to find out what is required before you submit your form.

Tip: It is recommended that you fill this form out electronically so that you can benefit from the technical features that the form contains.


Section 1: General Information



Fill this section out with your contact information. Click for detailed explanations.
  • Traveler’s Name: Enter individual traveler or group leader’s name as it was entered on the Payee Setup 204 form. For group leaders, attach a list of co-traveler names or enter those names in the “Comments” section.
  • Email: Provide preferred active email address.
  • Campus Mail Stop or Payment Address: Provide address or campus mail stop where your check is to be delivered, even if you have established electronic ACH deposit of your payment. Occasionally a complication may arise necessitating check payment.
  • Traveler Status: Select one choice - Visitor, UC Student, or UC employee:
    • If Visitor: “Visa Type” drop down menu appears. Select the choice that applies to the traveler.
    • If Student: Select current campus enrollment.
    • If UC Employee: Select the campus of current employment.
  • Employee has a UCSC Corporate Travel Card: Select "Yes" or "No".
  • Destination: Provide city and state (domestic), or city and country (foreign).
  • Purpose of Travel: Provide a brief explanation of why you are traveling (examples: conference/event name, student outreach, or research migration habits of monarchs).
  • Departure and Return Dates: Provide dates for when travel will begin and end.
  • Phone: Enter preferred number (or campus extension) to contact traveler.
  • Division/Dept: Enter the UCSC division or department authorizing the travel.

Section 2: Estimated Travel Expense for Budget Approval

Enter the estimated budgeted expense for each of the applicable cost categories. Include expenses expected to be incurred prior, during, and after travel. The total will automatically appear in the “Total Estimated Budget” box. This section provides information for pre-authorization review by your budget approver/authorizer. It will not initiate a payment action.

Section 3: Payments on Behalf of Traveler

Select the appropriate payment choice from the “Select Expense Type” drop down menu. "Then choose either "Pay Vendor Direct" or "Pre-trip Reimbursement or Cash Advance".

Section 3: Detailed Explanations for Expense Types

Note - 'Pay Vendor Direct' Limitations: Not all vendors are set up to accept direct billing payments, so please check the Direct Billing and Direct Billable Vendors section of the travel guide before choosing the Pay Vendor Direct option.

Expense Type Pay Vendor Direct Instructions Pre-trip Reimbursement Instructions
Cash Advance N/A Fill in your name in the “Vendor Name” field and the amount you need advanced in the “Amount” field. Cash Advances require at least two weeks to process, and can be issued no earlier than 30 days prior to your departure date.
Conference / Reg Fee Fill in the conference vendor’s name in the “Vendor Name” field and the actual cost of registration in the “Amount” field. Attach your completed conference registration form to your TAR form before submitting. Fill in your name in the “Vendor Name” field and the amount you need to be reimbursed in the “Amount” field. Attach a receipt to your TAR form showing proof of payment before submitting.
Airfare Fill in “Connexxus” in the “Vendor Name” field and a maximum estimate cost for airfare in the “Amount” field. Fill in your name in the “Vendor Name” field and the amount you need to be reimbursed in the “Amount” field. Attach a receipt to your TAR form showing proof of payment before submitting.
Lodging Fill in the hotel’s name in the “Vendor Name” field and an estimate for cost of lodging in the “Amount” field. Fill in your name in the “Vendor Name” field and the amount you need to be reimbursed in the “Amount” field. Attach a receipt to your TAR form showing proof of payment before submitting.
Shuttle Fill in the shuttle vendor’s name in the “Vendor Name” field and an estimate for shuttle cost in the “Amount” field. Fill in your name in the “Vendor Name” field and the amount you need to be reimbursed in the “Amount” field. Attach a receipt to your TAR form showing proof of payment before submitting.
Other – Explain in Comments Fill in the name of the vendor to be paid in the “Vendor Name” field and actual or estimated cost in the “Amount” field. Provide an explanation of the type of expense being paid in the “Comments” field. Fill in your name in the “Vendor Name” field and the amount you need to be reimbursed in the “Amount” field. Attach a receipt to your TAR form showing proof of payment before submitting. Provide an explanation of the type of expense being paid in the “Comments” field.

Section 4: Funding Codes (FOAPALS)

Provide the 5-digit fund code, 6-digit organization code, and 6-digit account code representing the funding source for the trip (mandatory). Optionally, provide the 6-character activity code, if applicable, for your department/division. Insert total estimated travel expenses in "AMOUNT" field.

Section 5: Authorizations

For information about these fields, visit the Authorizations and Approvals section of the Travel guide.

Submit Instructions:

For US Mail Mailstop/Fax Drop-Off Location Electronic Delivery
UC Santa Cruz
Attention: FAST Office
1156 High Street
Santa Cruz, CA 95064
FAST/831-459-1723 100 Enterprise Way
Scotts Valley, CA 95066
Deliver to Reception
Email completed form to tars@ucsc.edu
University of California Santa Cruz, 1156 High Street, Santa Cruz, Ca 95064
© 2016 Regents of the University of California. All Rights Reserved.

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